Apologies for absence were received from GJ Harlock, Chief Executive. 

There were no declarations of interest. 

The Portfolio Holder is requested to sign the minutes of the meeting of 8 September 2009 as a correct record. 

The minutes of the meeting held on 8 September 2009 were agreed as a correct record.

Matters Arising

A review of the counterparty list will be presented at the next meeting. 

The Portfolio Holder is requested to approve a fee for repeat searches

The Portfolio Holder APPROVED the introduction of a ‘refresher’ search at a fee of £45. 

The Executive Director, Corporate Services presented a report proposing that the Council introduce a new type of search, a ‘refresher search’, where an identical residential site plan was being searched again within six months of a full official search, for a Home Information Pack, by the same applicant (Solicitor/Conveyancer).

The Portfolio Holder was advised that the proposed charge was part of a raft of measures designed to bring the Land Charges account back into balance over the next three years.

The Portfolio Holder was further advised that it was proposed to set the fee at a level proportionate to the charge for a full ‘official’ search in order to encourage solicitors to carry out an ‘official’ search with the Council initially rather than using a Personal Search Company.

There being no questions or comments the Portfolio Holder APPROVED the introduction of a ‘refresher’ search at a fee of £45. 

The Portfolio Holder APPROVED the drawing of £3,900 from Precautionary Items to meet the associated costs of the Balsham by-election held on 4 June 2009. 

The Portfolio Holder APPROVED the drawing of £3,900 from Precautionary Items to meet the associated costs of the Balsham by-election held on 4 June 2009. 

The Portfolio Holder AGREED the Rural Settlement list for 2010/11 as follows:

The Revenues Manager presented a report requesting the Portfolio Holder to review and determine the boundaries of Rural Settlements for the administration of Rural Rate Relief (‘Village Shop’ Relief) in accordance with section 42B of the Local Government and Rating Act 1997.

The Portfolio Holder was advised that there had been no significant population changes and that no changes were proposed to the existing boundaries.

In reply to a question it was confirmed that discretionary rural rate relief was awarded to 72 small rural businesses, at a cost to the Council of £27,925.42, in 2009/11.

The Portfolio Holder AGREED the Rural Settlement list for 2010/11 as follows:

The Portfolio Holder AGREED to the implementation of a 1% increase to conclude the 2009 pay negotiations, and to backdate the award to 1^st April 2009. 

The Human Resources Manager presented a report seeking approval from the Portfolio Holder to implement a 1% pay award retrospective to 1^st April 2009.

The Portfolio Holder was advised that 1% was in line with the agreement made by authorities covered by the NJC scheme and that both UNISON and GMB unions had balloted their members and had formally confirmed that an increase of 1% would be acceptable to their members.

Questions and Comments

In reply to a question the HR Manager confirmed that the national pay agreement had included the addition of an extra days leave for new staff, however this additional entitlement had not been considered locally as SCDC staff received two extra statutory days leave in addition to their allowance.

The Portfolio Holder was advised of the differences between the RPI, RPIX and CPI measures of inflation and further advised that CPI was the government’s preferred indicator.

The Portfolio Holder was advised that the unions had been informed that there was no budget provision for a pay increase in the year 2010/2011.

The Portfolio Holder AGREED to the implementation of a 1% increase to conclude the 2009 pay negotiations, and to backdate the award to 1^st April 2009. 

The Portfolio Holder AGREED, subject to agreement from the unions:

1.      the proposed amendments to the relocation policy and procedure;

2.      an uplift in the total amount to £7000.

The Human Resources Manager presented a report to seek approval from the Portfolio Holder for a revised Relocation Assistance Policy and procedure.

The Portfolio Holder was advised that the revision formed part of the HR policy review process and that the Relocation Assistance Policy and procedure were last reviewed in October 2003.

The Portfolio Holder was further advised that the unions had been consulted in relation to the proposed changes and that no feedback from either UNISON or GMB had been received.

In reply to a question the Portfolio Holder was advised that rental expenses would not cover the cost of rents or deposits.

In reply to a further question the Portfolio Holder was advised that disciplinary action could follow in the event of an employee making a false or inappropriate claim.  It was confirmed that dismissal within the 36-month period would lead to the recovery of 100% of the total assistance paid to the employee. 

It was proposed that the policy could be further revised to encourage new employees to move to an address no more than 3 miles distant from the place of work.   The HR Manager was requested to investigate this, or a sliding scale of assistance payments dependant on the distance of the new address from the place of work, at the next policy review.

Action: Susan Gardner Craig

The Portfolio Holder AGREED, subject to agreement from the unions:

1.      the proposed amendments to the relocation policy and procedure;

2.      an uplift in the total amount to £7000.

The Head of Accountancy presented a report to provide the Portfolio Holder with an updated position statement on the General Fund, HRA and Capital Expenditure.

The Portfolio Holder was advised that there had been favourable movement in the General Fund since the July update and it was currently forecast to outturn with an overspend of £635,600 (4.11%).  

The Portfolio Holder was further advised that once the savings, identified as £481,000, had been factored in the forecast overspend would reduce to £479,600 (3.1%).

In reply to a question the Portfolio Holder was advised that there remained concerns over the levels of income from interest.

The Portfolio Holder expressed his thanks for the levels of savings identified and the report was NOTED.

The Portfolio Holder will maintain, for agreement at each meeting, a Forward Plan identifying all matters relevant to the Portfolio which it is believed are likely to be the subject of consideration and / or decision by the Portfolio Holder, or recommendation to, or referral by, the Portfolio Holder to Cabinet, Council, or any other constituent part of the Council.   The plan will be updated as necessary.  The Portfolio Holder will be responsible for the content and accuracy of the forward plan.

Following consultation with officers and monitors the Portfolio Holder agreed that the meeting schedule be redrafted with the meeting held in the third week in the month.  The Portfolio Holder further advised the meeting that he wished for his meetings to start at 6pm.

The Democratic Services officer was requested to draw up a meeting schedule.

Action:  Guy Moody

Note, since the last meeting the schedule has been agreed as:

All meetings will start at 6pm.

The following changes to the Forward Plan were agreed.

November:

Add

·         Revenues and Benefits Shared Services

·         Counterparty List review

Move

·         Staff Satisfaction Survey – to December meeting.

The Portfolio Holder is requested to confirm the date of the next meeting as Tuesday 3 November 2009.

The date of the next meeting was confirmed as Wednesday 18 November 2009.

The meeting will start at 6pm and be held in the Jeavons Room.